Required Roles: Workspace Manager (to create, delete, export, and import templates); Quality Projects access (to use a template when creating a project)
Required Permissions: Project Editor (required for template management)
Quality Project templates let you define a standard project structure once and reuse it across every new project of the same type, ensuring consistent milestones, tasks, and checklist items for recurring workflows such as audits, CAPA cycles, and change controls.
Overview
A template is a project with the template flag set. It can include Events, Milestones, tasks, checklist items, and durations. When you create a new project and select a template, you choose which milestones to include and the selected structure is copied into the new project. Templates also support variable interpolation, so names adapt automatically when a project is linked to an activity. Templates can be exported as JSON and imported into other environments or organizations for sharing standardized workflows.
Create a template from a live project
Step 1 – Open the project
Navigate to the Quality Project you want to save as a template.
Step 2 – Save as template
In the project header, click Save as Template.
Step 3 – Name the template
Enter a name for the template and confirm. The template is saved and appears in the template list for future project creation.
Use a template when creating a project
Step 1 – Open the Create Project dialog
Navigate to the Quality Projects area and click Create Project.
Step 2 – Select a template
In the Create Project modal, open the template selector and choose the template you want to use.
Step 3 – Choose milestones to include
Select which milestones from the template to include in the new project. You can include all milestones or a subset depending on the project scope.
Step 4 – Complete project details and create
Fill in the remaining project fields and click Create. Tasks, Events, checklist items, and durations defined in the selected milestones are copied into the new project.
Variable interpolation in template names
Template names and task names can include placeholder variables using double curly brace syntax, for example {{Activity Name}}. When a project is created from a template in the context of a linked activity, the placeholder is replaced with the activity's name automatically. This keeps project and task names descriptive without requiring manual edits each time.
Note: Variable substitution occurs only when the project is created from an activity context. If no activity is linked, the placeholder text remains as entered in the template.
Moving Templates from Sandbox to Production
If your organization uses the sandbox environment to test and create an ideal template, it can easily be imported to production by following these steps:
Export a template as JSON
Step 1 – Open the template
Navigate to the template list and open the template you want to export.
Step 2 – Export
Click Export Template. A JSON file is downloaded to your computer containing the full template definition, including all milestones, tasks, events, and checklist items.
Import a template from JSON
Step 1 – Open the template import action
In the template management area, select the import action.
Step 2 – Upload the JSON file
Select the JSON file exported from another environment or organization and confirm the import. The template is added to your template list and is available for use when creating projects.
Note: Creating, deleting, exporting, and importing templates requires the Workspace Manager role and Project Editor permission. Users without these permissions can use existing templates when creating projects but cannot manage the template library.
Best practices
Name templates clearly to reflect the workflow type, for example CAPA Cycle or Internal Audit, so project creators can identify the right template quickly.
Use variable interpolation in task names for any recurring project tied to an activity, so names are meaningful without manual editing.
Export templates before making significant changes so you have a recoverable version.
Review included milestones when creating from a template to avoid copying structure that does not apply to the current project scope.